Office Manager

An experienced Office Manager is required to work with a Lothian charity.
The charity provides compassionate support to families following the death of a baby
through our specialised bereavement supports including befriending and counselling.
If you are interested in this role, please call Judith Mackenzie on 07957 161632 or
send your cv and a covering letter to

Key role objectives
To run a highly organised and efficient office, undertaking a wide variety of duties
and giving support to all colleagues often working to tight deadlines and under
Role summary
Our ideal candidate will be a confident and experienced office manager, with an
understanding of the charity sector an advantage. You will be a real team-player with
a flexible attitude and can-do approach to all tasks. Attention to detail including
meticulous record-keeping, filing and the maintenance and improvement of office
processes are essential.

Key responsibilities
 Sage recording: transactions via Paypal and payment cards; petty cash
payments to staff; BACS payments to suppliers.
 Produce reports on all aspects of accounts payable and receivable, and other
spreadsheets as necessary.
 Check all invoices prior to payment and process remmitances to suppliers,
keeping appropriate records.
 Liaise with HMRC to ensure that Gift Aid tax is reclaimed and PAYE payments
are actioned.
 Work closely with and support the Chief Executive and undertake delegated
tasks on own initiative in their absence from the office.
 Manage all orders with suppliers in a timely fashion, including stationery, franking
and other office supplies.
 Negotiate deals on supplier contracts.
 Process, record and bank all cash transactions.
 Check, process and make payment of staff expenses.
 Liaise with the charity’s accountants regarding tax codes, expenses and any
other required record-keeping.
 Act as the Health and Safety representative for the charity.

General duties
 Deal with telephone calls, e-mails and all correspondence, directing
 Welcome visiting families and professionals.

 Ensure that the office and kitchen are well-maintained and fully supplied, making
purchases as necessary.
 Order and organise memory bag supplies and delivering these as required.
 Deal with arising issues with the charity’s shop, including management of any
external suppliers and contractors.
 Ad hoc tasks as required by the team.
 Maintain confidentiality of personal information relating to staff and supporters.
 Abide by all Policies and Procedures.
 Undertake all mandatory training as required.
 Participate in annual appraisal and personal development review.

 Strong administrative and organisational skills with considerable attention to detail.
 Excellent time management and ability to prioritise own workload within strict
 Confidence and initiative to work unsupervised and to drive and implement
improvements to processes.
 Previous experience of working with Sage or similar accounting software is
 Compassionate and understanding communication with bereaved families
 Adaptable and able to work occasional weekends and evenings to assist with
events and fundraisers.

Qualifications required
 Educated to degree level or equivalent and/or have significant experience in a
similar role.
This role offers a competitive salary and benefits package.

To apply send a CV and covering letter to or call Judith on 07957 161632 by Friday 2 February 2018.